How-To: Scheduling Reports with Results to Your CRS Inbox

Problem:

You have reports you run on a regular basis or a report that needs to ran outside of normal business hours on a regular basis. 

 

Resolution:

 

1. Depending on the report, Crystal Reports Server (CRS) allows for scheduling of reports.  Unfortunately, this privilege could not be extended directly to the user because of issues that could "break" a report. 
   
2. The ability to schedule also depends on the nature of the parameters (report prompts) that are associated with the report.  Parameters specified must be fixed in nature for the duration of the scheduled period.  So, most reports that prompt for a date value cannot be scheduled.
   
3. If you have a report you would like scheduled, file a Systems Trouble Ticket from the Housing IT website with the report number (i.e., Z003MC).  You must have access to the requested report and it can only be delivered to your CRS Inbox.  Be sure to include the parameter values desired, the frequency/duration of the scheduling, and the export file format desired.
   
   
4. Once reports have been scheduled on your behalf, you will see results posted to your CRS Inbox. To view your Inbox, expand the "My Folders" in the left navigation and click on Inbox (shown below):
   
   
   
   
5. A list of result instances will appear (shown below) along with times sent to your Inbox.
   
   
   
   
6. Click on the report name to download the report results.
   
   Note: Scheduled report results will remain in your Inbox for 60 days or until there are more than 20 instances of a specific report.  If you desire, you can manually remove results when no longer necessary, to do so, mark the checkbox next to those results you wish to delete, then click on the delete icon ("X") as pictured above.
   
   
7. Depending on the report, it may take a few moments to query report results, however upon completion, you will receive a File Download dialog window.  Select "Save" and then specify a location to save the file.
   
   
8. Some other important points:
   
   1. As a reminder, many reports may contain confidential and/or privileged information and is FOR OFFICIAL USE ONLY.
      
   2. Never retransmit the data to any third-party vendor.  Such data transfers must be handled securely and are to be performed between your vendor and Systems Development.  Please contact SysDev if you need to send data to a third party.
      
   3. Never email data to off-campus email addresses.
      
   4. Always verify the email address you are sending data to - prior to clicking Send.